UC Larry L. Sautter Award Application: My Time Entry · 2020. 7. 2. · The MTE design team has...

UC Larry L. Sautter Award Application: My Time Entry UC San Diego

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UC Larry L. Sautter Award

Application: My Time Entry UC San Diego’s Time and Attendance Application


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Table of Contents

Project .................................................................................................................................................... 3

Summary................................................................................................................................................. 3

Project Description ................................................................................................................................. 3

Technology ............................................................................................................................................. 7

Timeline ................................................................................................................................................ 11

Project Team ........................................................................................................................................ 11

Appendix A: MTE Application Roles/Screens ....................................................................................... 12

Appendix B: Timecard Data .................................................................................................................. 15

Appendix C: Calculation, Spreading and Overrides .............................................................................. 16


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Project

Project Title My Time Entry

UC San Diego’s online time and attendance application

Submitters Jennifer Kramer

Project Manager

UC San Diego, Administrative Computing & Telecommunications

[email protected]

(858) 534-0718

Pearl Trinidad

Payroll Director

UC San Diego, Business and Financial Services, Payroll

[email protected]

(858) 534-3247

Summary

The My Time Entry (MTE) project delivers a web based time and attendance reporting tool that provides

significant cost savings, increased efficiencies and improved accuracies for the University of California

San Diego. The MTE application replaces a time intensive paper based manual method of time reporting

with a streamlined automated electronic reporting process. The value propositions are achieved at all

levels of the time reporting hierarchy. The hierarchy levels include employee, supervisor, timekeeper

and central payroll. MTE allows employees to report and route time and attendance electronically;

Supervisors to approve and deny time reported electronically; Timekeepers to bypass manual

calculations associated with holiday, overtime and the allocation of labor; and Central Payroll to

automate the validation of transactions.

Project Description

Background

The University of California, San Diego employs over 35,000 employees. The process to ensure the

accurate and timely payments to these employees is predicated on a successful timekeeping process.

Given the criticality of the University’s timekeeping process and the intense manual labor associated

with the success of the process, the MTE project was launched. The charge of the project was to

develop a time and attendance application with specific requirements that translated to key value

propositions identified by campus representatives. These being to:

• Eliminate paper timesheets and dependencies associated with paper based forms

• Provide a user friendly interface for employee self service/entry of time and attendance


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• Provide for electronic time approval

• Provide a single reference for integrated employee timekeeping data

• Create an enterprise repository for supervisorial and employee relationships related to appointment information

• Automate the manual calculations and spreading performed by timekeepers to determine holiday pay, overtime, premium overtime, base earnings and distribution of labor using current

distributions

• Interface data directly from MTE to the Payroll compute

The requirements along with the associated value propositions and benefits/cost savings are

summarized below:

Requirements Value Proposition

Benefit /Cost Savings

Elimination of Paper

Timesheets

• Eliminates the distribution and collection of paper timesheets

• Reduces delays and eliminates “lost” timesheets

• Protects/secures sensitive appointment/job information

• Eliminates the need to print paper timesheets (100%

reduction in costs associated

with printing of timesheets

on paper)

• Elimination of the manual distribution and collection of

paper timesheets (15%

reduction in process time.

5% supervisors ; 10%

timekeepers)

Employee Self Service • Authenticates employee

• Provides audit trail

• Standard On-line entry process

• Provides users with immediate on-demand access to timesheet data

and historical information

• Maximize efficiencies by capturing the time entry at source

• Provides for a standard UI

• Aggregates employee data in a simple single screen

• Automates retroactivity for date sensitive time reporting

• Built in entry edits to improve compliance, implement policy,

enforce labor laws and validate

data

• Standardize entry will allow for the use of a self-service

online training model that

will minimize time away for

office.

• Edits and electronic verification will improve the

quality of the data and

reduce missing or

“unsubmitted” time (17%

reduction in workload for

central payroll)

• Increased user satisfaction with the process via intuitive

UI and single screen

information

• Eliminates the need for creating manual reversal of

retroactive time by

employees

Electronic Time Approval • Authenticates supervisor

• Immediate notification of pending

• Eliminates retention and verification of signature


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action

• On-line approval/denial

• Single touch point

facsimiles.

• Ability to track status of time

• Timely approvals of employee time

• Eliminates the physical routing of forms to obtain

signatures (5% reduction in

process time)

Timekeeping and

Supervisory Roles

Repository

• Enterprise roles repository allows for the use of relationship in other

applications

• Supervisory relationships tied to appointments in Payroll Personnel

System

• Ability to assign multiple “sub” supervisors or time approvers

• Email notifications for pending approvals

• Up to date supervisor association for other

applications

• Flexible to allow for “approver” roles.

Automated Calculations

and Spreading against

current distributions

• Automated calculation of overtime, premium overtime and

holiday pay.

• Automated classification of overtime as payment or

compensatory time based on

employee election

• Implements spreading based on most current distribution

• Override capabilities for automated calculations for

exceptions or exclusions

• Automation of calculations (25% reduction in process

time for timekeepers)

• Automation of spreading (15% reduction in process

time for timekeepers)

Compute Interface • Interface eliminates key entry to facilitate timekeeper review and

analysis

• Elimination of key entry into TAR/PPS compute (15%

reduction in process time for

timekeepers)

Role Workload/ Process Time Reduction using MTE

Supervisor 5%

Timekeeper 65%

Central Payroll Processing 17%

Current vs. New Workflow

Current Workflow New Workflow

1) Timekeeper/Employee - On the day before 1) Employee - enters time and attendance in


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the payperiod begins print/distribute

timesheets to employees

2) Employee –Retrieve Leave Activity Summary Report (LASR) to determine

available leave balances*

3) Employee -Fill out paper timesheets or ancillary form indicate time and

attendance hours

4) Employee – Sign and approve timesheet * 5) Employee – Route Supervisor to

Timekeeper*

6) Supervisor – Sign and approve timesheet or deny time and route back to employee

(step 3 )*

7) Supervisor – Route signed and approved timesheets to timekeeper*

8) Timekeeper – Verify leave balances* 9) Timekeeper – Determine retroactive

adjustments*

10) Timekeeper – Calculate holiday pay, overtime and premium overtime*

11) Timekeeper – Determine labor allocation. Verify distribution changes that occurred

since the timesheets were printed (usually

15 days for BW and 23 days for monthly)*

12) Timekeeper – Determine spread percentages for each distribution*

13) Timekeeper – Key enter transactions into TAR*

14) Central Payroll – Rework associated with distribution changes and/or missing

timesheets.*

MTE

2) Employee -selects “submit” button in MTE to notify supervisor of pending approval

hours

3) Supervisor- approves/denies time by selecting appropriate MTE button

4) Timekeeper – Selects calculate and spread button and system performs automated

calculation and spreading based on the

current distribution information.

a. Flexibility for timekeeper to override and manually edit

calculations and spread.

b. Employee information, time approver information, and leave

balances available on one screen

for verification.

c. Alerts and warnings for employees that require additional review.

5) Timekeeper reviews and accepts time and approves time. Time directly interfaces

into TAR and Payroll Compute.

*Represent functions or processes automated by MTE – See appendix for MTE functionality

Collaborative Opportunities

The MTE application was designed to be modular and highly adaptable with a multi-campus use in mind.

We understand the commitment and costs associated with introducing a new system and worked to

design a solution that is flexible and allows UC campuses to seamlessly integrate MTE with their existing

systems, thus leveraging the applications alongside institution specific resources. This approach saves

adopting universities both setup and ongoing support costs as well as eliminates retrofit costs

associated with a more traditional application approach.

The MTE design team has developed a multi-campus ready application by implementing a service

oriented architecture (SOA) approach, considering all integration points needed to be multi-campus

ready, allowing for flexible integration with both UCSD and non-UCSD resources.


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For example, a key component of a time and attendance system is the supervisor/time approver to

employee assignment. UCSD manages these assignments using the UCSD Roles system via an application

named AccessLinkTNG (ALTNG). During design, the team identified the needs of the MTE application and

created a standard interface. Isolated components were created to read from the ALTNG system and

provide the assignment data to the application via this interface. Another campus may store assignment

information in an entirely different way using different languages, databases, documents, etc.

Regardless of how a campus stores and manages their data, the campus need only create a component

and process to communicate with the common interface that has been defined. The UCSD MTE

application can consume this information without knowledge of the individual campuses system or its

location.

In addition, the flexibility of this design principle allows for system evolution at UCSD as well as other UC

campuses: changing databases, changing hardware, changing systems, changing languages, and more.

For example, consider that a campus originally provided directory information from their existing LDAP

system. That campus is now in the process of migrating to a new directory service system. During their

migration the campus updates the components that share directory information with UCSD’s MTE

application. No changes are required to the MTE application.

Technology

The My Time Entry application leverages ACT department’s technology stack which standardizes

architectural practices, design, security, and data access for ACT applications. The application is built on

the Java Spring Framework and UCSD’s JLink Framework, DB2 database, running in an Apache Tomcat

container.

The data access design methodology for the MTE application leverages a Service Oriented Architecture

(SOA). SOA architecture is a flexible set of design principles which allows an application to integrate

with multiple separate systems from different business domains. This design choice allows for

• effective management of change

• data integrity, designed isolation of campus data

• communication with other technologies

• independent management of data by each campus

The flexible architectural approach for this application lays the foundation to provide this application as

software as a service (SaaS).

The following diagram shows the high level design strategy used in development of the MTE application

to integrate autonomous campus systems.


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Branding: UCSD’s UXT stack and Spring Localization

The UXT stack allows for configurable decorators, navigation, and styles. Using Spring’s localization

these configurations can be more easily managed in a multi-campus environment.

Authentication: Shibboleth Single Sign-On

Shibboleth provides a standard interface for authentication.

Authorization: UCSD’s Roles Engine

Centralized reusable location. Existing workflow and audit built in.

MTE Core Application Components

MTE User Interface Screens

Institution Specific Branding

Middleware Service Bus

Institution Specific Security

Authentication/AuthorizationInstitution Specific Directory

Services

Institution Specific Payroll System

Institution Specific Database

Institution Specific [Hardware, Operating System, Application Server]

Application Core Components (Delivered)

Middleware (Delivered)

Institution Specific Architecture (Changes with Deployment)

Breakdown of Architectural Elements and Implementetion Options

MTE Application Architectural Distribution Diagram


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Interoperability: Pluggable Services

Consumed data is accessed through the service layer. Source, location, structure, and technology may all

change over time without modification to the application as long as the service interface is not modified.

My Time Entry pluggable services include PPS, directory Information, LASR balances, and authorization

information

Rich User Interface Design

Using Ajax, Cascade Style Sheets, jQuery/YUI (JavaScript rendering and dynamic tables) technologies

results in faster response times and reduced web requests and responses to and from the server.

Design: Encapsulation of Data and Pluggable Objects

• Time, attendance, and calculated data encapsulated into Timecard objects.

• Pluggable Calculation and Spreading Engine to allow for distinct algorithms for various employee types such as Biweekly or Monthly, Exception or Positive reporting, etc.

• Faster object comparisons. For example, Timecard comparison to determine the retroactive difference between reporting periods.

The following diagram illustrates the high level calculation and spreading algorithms implemented in the

MTE application. In depth diagrams are provided in the Appendices.


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Timeline

2008: Tiger Team

2009: Project Initiation

June 2009 – June 2010: Project Planning

June 2010 – May 2011: Project Development, QA, UAT

June 2011: My Time Entry Phase 1.0

Project Team

Key members of the project team and contributors

Administrative Computing & Telecommunications Business & Financial Services – Payroll

Kevin Chou Tom Pirolli

Emily Deere William Solomon

Ben Hodson Pearl Trinidad

Nonie Kimpitak

Jennifer Kramer

Giles Mullen

Roger Phillips

Dan Stiltner

Lynn Underwood

Contributors

Tiger Team Members and Participants

Lori Barry, ACT

Ron Block, ACT

Dawn Buttrell, VC office- Student Affair

Barbara Carstens, SDSC

Dee Chilcoat, ACT

Janice Cydell, HR Senior Personnel Analyst

Emily Deere, ACT

Nonie Kimpitak, ACT

Kharyn Loteyro, CASPO/SIO

Charles (Chuck) Massey, Campus Recreation

Giles Mullen, Consultant

Tom Pirolli, BFS Payroll

Ray Rodriguez, Compensation/HR

Dave Simonson, Moores Cancer Center

Pearl Trinidad, BFS Payroll, Team Leader

Laurie Ward, Audit & Management Advisory Services


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Appendix A: MTE Application Roles/Screens

Employee: Time Entry

Employees use the time entry screen to submit their timecard for supervisor/work director review and

approval. They may also view previous timecards.

Supervisor/Work Director: Time Approval

Supervisors/Work Directors use the Supervisor Time Approval screens to review and approve or deny

employee timecards. Once a decision is made, an email is sent to all involved parties.

Timekeeper: Reporting

Reporting provides timecard summary, details, and worksheets to quickly review and process timecards.

Timekeepers may see a complete picture of timecards submitted during different periods and the delta

between them.


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Timekeepers use the calculate spreading worksheet to assign hours to each funding source. The

application automatically calculates REG, overtime, and holiday hours and spreads hours to the funding

sources for most employees. Alert messages aid the timekeeper for exception cases and warn

timekeepers for possible invalid data such as time reported in excess of leave balances.

Timekeeper: History

Historical reporting for processed timecards.

Timekeeper: Administration

Modify the default due dates for each pay period. Setup employee’s overtime designation, alternate

email address. View supervisory and work directory assignments and link to the Roles system to update.


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Appendix B: Timecard Data


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Appendix C: Calculation, Spreading and Overrides


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UC Larry L. Sautter Award Application: My Time Entry · 2020. 7. 2. · The MTE design team has...

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